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Event Planning 101

Event planning can be a fun and rewarding experience, however the key is to keep it from becoming over whelming. There are guidelines and a multitude of tips to help plan and execute a successful event. The number one point to remember is be prepared.

The event is a go, now it is time to finalize the details of the who, what, when, where, why and how. This may seem elementary but it will clear up many of the basics. Asking the below questions and answering them will help any event run smoothly.

Who is this event intended for? If the guest list or target audience seems obvious it is also important to consider: size of the group, ages and special needs of the attendees. Additionally, if this is a pay to attend event, how will the attendees pay (at the door or prepay)?

What will the event be about and include? This is deciding what the purpose or goal of the event is. Also, will there be food, interactive activities, speaker(s), music, etc. included in the event?

When will this event take place? When deciding the event date, keep in mind to avoid dates that fall on holidays or on competitors’ business event dates.

Where will the event be held? Plan and secure the event site as soon as possible. Make sure the space coheres to who is attending and what will take place during this event. Other things to keep in mind are parking, accessibility, and convenient lodging for out-of-town attendees.

Why is this event taking place? Decide if the event purpose is to entertain, teach or persuade. Plan on any materials needed to better equip attendees. Make sure to test all technologies being used prior to the event as well.

How will the event activities be executed? Create a timeline and action list that will keep event activities organized. The more thought out and detailed the list the more effective it will be.